arkansas dhs experience with ms sharepoint
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Presentation for American Public Human Services Association –IT Solutions Management Conference - August 26th, 2008
Multi-divisional agency 7500 employees 10 program divisions / 5 support offices 106 remote locations - T1 data circuits Primarily MS shop▪ Oracle, AIX, DB2, Mainframe
Participate in state-wide email, WAN, mainframe processing
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Provide replacement for existing intranet web site (DHS Gold)▪ Push content publishing and security
maintenance down to the divisions and sections▪ Sharing / Consistency ▪ Provide collaborative workspaces for various
interdivisional workgroups▪ Single/searchable source of department
knowledge ▪ Provide workflows processes for efficiency,
monitoring, and reporting3
APHSA-ISM Presentation – August 26th, 2008 Arkansas Department of Human Services
It wasn’t love at first sight!▪ WSS 1 (STS) – didn’t understand it and just
weren’t interested WSS 2 (Sharepoint) – started to get
interested▪ Solutions Accelerators – Chicago Consultant #1▪ Rapid Development WF – Chicago Consultant
#2▪ Stuck our toes into the water
WSS 3 (MOSS 2007) – Jumped in
4APHSA-ISM Presentation – August 26th, 2008 Arkansas Department of Human Services
Fall 2008 – Began preparations Hardware Governance Training Organizing Announced the imminent demise of
DHS Gold New Year’s Day 2008 – DHS Share
Minimal problems Gradual appreciation of what it can do
5APHSA-ISM Presentation – August 26th, 2008 Arkansas Department of Human Services
After 6 months of departmental use Acceptance of platform Still only using 25-30% of its capabilities▪ Document libraries ▪ Versioning▪ Word documents – 28,160▪ Excel documents – 11,520▪ PowerPoint documents - 256
▪ Lists▪ Approvals
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▪ Links▪ Team sites▪ Many basic workflows (Sharepoint Designer)▪ 1 complex workflow (.net)▪ Custom Web Parts▪ InfoPath integration with Forms Services▪ Total space being used – 103Gb▪ Number of sites on DHS Share – 1,730
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Qty 1st yr Total 2nd yr Total
Microsoft Software:Office SP User CALs with S/A 6300 50 $315,000 17 $107,100Office SP Server Licenses with S/A 4 2,187 8,748 725 2,900Windows Server 4 1,920 7,680 384 1,536
Hardware:Dell PE860 - 8Gb, 135Gb, 1 proc, quad 2 4,206 8,412 0 0Dell PE2950 - 8Gb, 270Gb, 2 proc, dual 2 6,994 13,988 0 0
Add-ons:Dark Blue Duck – Scanning Enabler 3 1,530 4,590 500 1,500APPTIX – external sp WSS 3.0 site 1 1,920 1,920 1,920 1,920
Dedicated labor - FTE 0.8 100,000 80,000 100,000 80,000
$438,418 $194,956
$70 per user $31 per user
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Microsoft needs to address:▪ Lack of wild card search▪ Size limitation of document (50Mb)▪ Security needed on list views▪ More robust alert mechanism▪ Scanning integration▪ Lack of Administrative reporting▪ Document level backup capabilities
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DHS needs to address:▪ Training….training….training▪ Still some duplications of documents ▪ Motivating employees to try more features
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In a heart-beat!!
Questions
Dick [email protected] 682-2183
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